How to Prepare Your Fleet for New Telematics Technology

Fleets that dive into telematics without a solid plan often face unexpected downtime, frustrated drivers, and messy data integration.

But with the right preparation, you can reap the benefits of telematics without these headaches.

In this guide, we’ll walk you through six essential steps to prepare your fleet for telematics adoption.

From assessing your current setup to ensuring seamless data integration, you’ll learn exactly what it takes to transition with confidence.

Let’s dive in.

Step 1: Assess Your Fleet’s Current State

Before making any upgrades or changes, it’s important to understand where your fleet currently stands.

Think of this step as a reality check. It will help you figure out what’s working, what’s not, and where to improve.

The initial assessment can be broken down into three key phases:

• Conducting a fleet audit
• Identifying existing needs and gaps
• Gathering input from all relevant stakeholders

Here you can see it visualized:

Source: GoCodes

So, where to start?

To kick off a full fleet audit, list out all vehicles, onboard systems, and any technology currently in place.

If your fleet already uses telematics, assess the data you’re collecting and how well it’s working for your operations.

If you don’t use telematics yet, review how you currently track and manage fleet performance and consider what data would benefit you the most.

Follow this workflow to answer the questions:

Source: GoCodes

Once you have a clear snapshot of your fleet, identify areas that need attention.

For example, consider the following questions:

• Is fuel usage higher than it should be?
• Are maintenance issues causing delays?
• Are drivers experiencing inefficiencies that slow down their workflow?

Take note of all the issues indicated by your current performance metrics.

Besides looking at operational challenges, assess technology shortcomings, too.

Consider where your current systems fall short, but also what’s currently working well.

Source: GoCodes

Finally, to get the full picture, talk to the relevant fleet members. This can include any stakeholders you deem relevant, but we typically recommend getting feedback from:

• Drivers
• Maintenance
• IT

Drivers can offer insights into real-world issues, like how vehicles perform on different routes, or the challenges they face with navigation.

Ask them to share their experiences, challenges, and ideas on how to improve the current situation.

Your maintenance and IT teams can complement this feedback by sharing observations about frequent repairs, system compatibility issues, or support challenges.

Source: GoCodes

This comprehensive feedback from different perspectives will help you set objectives, which is the next step.

Step 2: Define Your Objectives

Once you’ve assessed your fleet’s current state, you’ll have a solid foundation for defining what success looks like.

This is essential, as clear objectives keep you focused and help you measure the impact of your new telematics system.

Source: GoCodes

Start by identifying your top priorities, especially in terms of:

• Safety and compliance
• Efficiency and cost savings

In both cases, think about what improvements you want to see.

Safety and compliance	Do you want to reduce accidents, ensure drivers follow safer practices, or stay ahead of changing regulations?
Efficiency and cost savings	Are you looking to lower fuel consumption, reduce vehicle downtime, or cut down on maintenance costs?

The more specific your goals are, the easier it will be to define key performance indicators (KPIs).

Focus on the ones that give you the clearest insights into system performance.

For example, if your priority is improving efficiency, focus on tracking fuel consumption and route effectiveness.

If you want to enhance maintenance and reduce downtime, track breakdown frequency, repair costs, or how often vehicles are taken off the road for servicing.

Here are some KPIs to get you started:

Source: GoCodes

Setting these KPIs upfront gives you a concrete way to measure improvements and make informed decisions.

It also helps you establish how well your new telematics solution works, and if the investment paid off.

The goal, of course, is that it translates into meaningful and measurable benefits for your fleet.

Step 3: Choose the Right Telematics Solution

Every fleet is unique.

But no matter what your specific needs are, the best telematics solutions address most if not all of them.

However, if your solution is too narrow, you’ll need additional tools to fill the gaps.

This can leave you wrestling with system integrations for years, creating not just a major headache but also limiting the potential of telematics for your business.

A 2024 report from SambaSafety confirms that using multiple telematics providers is a major barrier to effective device and data use.

Collecting, reporting on, and making sense of data from various sources can be excruciating, and few are willing to take on the burden.

Most likely, the task will end up being ignored or poorly executed.

Unfortunately, SambaSafety estimates that 65% of fleets currently use multiple providers, limiting the benefits of telematics data.

Illustration: GoCodes / Data: SambaSafety

To avoid making the same mistake, research and evaluate providers thoroughly by comparing system functionalities, provider reviews, and case studies.

That way, you can find the one that will meet all your needs.

So, where to start?

First, identify the key features and qualities that matter most for your fleet.

Some critical aspects to consider include:

• Real-time tracking
• Automated alerts
• Data integration
• Driver behavior analysis

Once you know what to look for, start researching providers.

Checking customer reviews on independent platforms can give you insight into real user experiences.

Additionally, online forums like Reddit can be particularly useful for gathering unfiltered opinions from actual users who have firsthand experience with specific telematics solutions.

Source: Reddit

Since these discussions are less likely to be influenced by marketing efforts, they often highlight both the strengths and weaknesses of different providers in real-world applications.

Next, don’t forget to consider your potential future needs as well.

Can a system grow with your fleet and effectively adapt to new technologies?

Make sure to review its scalability and integration capabilities.

GoCodes, for example, is compatible with all devices and can be integrated with virtually any software through APIs.

Source: GoCodes

Plus, it has all the key features mentioned above.

Once you have done research and have a shortlist of potential providers, compare them based on the key features that matter to you, like this:

Feature	Provider A	Provider B
Real-Time Tracking	GPS tracking with QR codes	Live GPS with speed and movement data
Data Integration	Limited third-party integrations	API support for system integration
Automated Alerts	Scheduled maintenance reminders	Real-time alerts for key events
Route Optimization	No route optimization features	AI-powered route planning
Fuel Monitoring	Not available	Fuel tracking and efficiency insights
Driver Behavior Analysis	Not included	Monitors speeding, idling, braking
Predictive Maintenance	Basic scheduling, no AI-based insights	Data-driven maintenance predictions
Scalability	Suitable for small to mid-sized fleet only	Scales with growing businesses
Customer Support	Standard support, no dedicated manager	Dedicated manager, 24/7 support

This will help you narrow down your options to hopefully two or three best candidates.

To make the final decision, evaluate budget and contract terms, factoring in the total cost of ownership, including hardware, software, and ongoing support fees.

Make sure to clarify service level agreements (SLAs) and post-implementation support options, such as 24/7 assistance, system updates, and troubleshooting.

This ensures you aren’t left with unexpected costs or inadequate service.

Step 4: Prepare for Change

Even though you’ve finally chosen the solution, you can’t just start using it right away.

You first have to prepare for change, as this will ensure the transition is smooth and effective.

To do so, start by creating a detailed project roadmap, with clear milestones, roles, and responsibilities for each phase of the rollout.

Everyone, from fleet managers to drivers, should understand their part in the process to avoid confusion and delays.

Here’s what that roadmap may look like:

Source: GoCodes

You’ll notice there’s a phase called Pilot Testing & Evaluation on this sample roadmap.

We highly recommend running a pilot program before fully implementing the system.

This will help you catch potential issues early and limit any negative effects to just one testing group.

Of course, a pilot program will only benefit your fleet if you collect and act upon user feedback during and after it.

Focus especially on how reliable your new system is according to users, and how well it integrates with your existing systems and workflows.

Source: GoCodes

Once pilot testing is complete, it’s time to implement the final updates before the full deployment.

This includes:

• Addressing identified issues
• Data migration
• Data integration

Data transfers should be carefully planned as well.

We suggest structuring yours like this:

• Conduct a data audit to identify essential records.
• Migrate the data using a staged approach, i.e., by transferring data in batches and validating each set before moving forward.
• Create backups to mitigate unexpected failures.
• Schedule integration testing before full deployment to confirm compatibility.

Finally, develop contingency plans you can rely on in case of disruptions, like integration failures.  

Step 5: Train Your Team

As the aforementioned report from SambaSafety concludes, “data from telematics is only as good as its ability to provide insights that can be acted upon.”

While adequate data usage partially depends on the system, worker abilities play an even larger role:

• Fleet managers and IT staff need to know how to interpret data and maintain the system.
• Drivers need to be empowered to use both the data interpretations and on-the-go alerts to adjust accordingly.

You can’t count on everyone figuring out how to use data on their own.

Instead, you should develop a comprehensive training program that helps all teams use the system effectively.

Yoav Zilber, Head of Business Development at SaverOne, a technology company focused on preventing driver distractions, says that technology must enable teams without adding unnecessary complexity.

Illustration: GoCodes / Quote: Automotive Fleet 

Training is key in making that a reality.

Here is how to structure training in three key phases:

Initial onboarding	Hands-on training familiarizing users with the system and its core functions.
Knowledge building	Creating internal documentation, such as user guides and FAQs, and establishing dedicated support channels.
Continuous learning	Hosting regular refresher courses and Q&A sessions to reinforce knowledge and address challenges.

However, even with the best training and resources, getting people on board with new technology can be tricky.

Change is hard, and when it disrupts daily routines, resistance is almost guaranteed.

In fact, SambaSefty found out that over one-third of fleet operators have to deal with driver resistance to vehicle monitoring.

Illustration: GoCodes / Data: Samba Safety

This is especially the case when they don’t see what’s in it for them.

If employees see telematics as just another way for management to monitor them, they’re going to push back.

But if they understand how it makes their jobs easier, they’re more likely to embrace it.

That’s why it’s so important to communicate the benefits upfront.

So, you should emphasize benefits like fewer manual reports, safer driving, and more optimized routes from the start.

Also, try to address concerns early before they turn into bigger issues.

Perhaps your team has privacy worries or thinks that with new technology comes an extra workload.

Clear up any misconceptions to make your fleet more comfortable with change.

Step 6: Monitor, Evaluate, Optimize

Rolling out a telematics system isn’t a one-and-done project, but an ongoing process.

To get the most out of your investment, you need to track performance, gather feedback, and fine-tune the system as you go.

Source: GoCodes

Otherwise, you risk falling into the trap of having powerful technology that no one fully uses.

A good starting point is monitoring the system’s performance against the KPIs you’ve defined in step two.

To do so, run regular audits using analytics tools.

Depending on your needs, this may mean collecting and analyzing data weekly, monthly, or quarterly.

You also need insights from the people using the system every day, so consider scheduling regular feedback sessions with drivers and managers, especially in the early adoption stages.

Feedback will help you understand how well telematics has integrated into your existing workflows, whether and where it’s causing disruption, and if the team has embraced or is resistant to it.

Source: GoCodes

From there, it’s all about fine-tuning.

If performance data and user feedback indicate a problem, adjust system settings or workflows accordingly.

Maybe geofencing alerts are too sensitive, or certain reports aren’t providing the insights you expected.

Small tweaks can make a big difference.

And as technology evolves, be proactive about planning for upgrades.

Staying ahead of new features and system improvements can help you maintain a competitive edge rather than playing catch-up later.

The bottom line?

A telematics system is only as effective as the effort you put into optimizing it. 

Monitor performance, listen to feedback, and make adjustments as needed.

Your fleet (and your bottom line) will thank you for it.

Conclusion

Rolling out telematics doesn’t have to be complicated.

The key is preparation.

By following these six steps, you’ll set your fleet up for a smooth transition, avoiding common pitfalls like downtime and frustrated drivers.

With this plan being done for you, it’s time to take action.

Start with step one, get your team on board, and make the switch with confidence.

The sooner you start preparing, the sooner you’ll see the benefits.